The next tab is the Billing Preferences. This is the place to define how some basic billing rules will operate for your license. Cancellations, overtime, and more.

1. The Assignment Cancellations rules determine how cancelled assignments are billed, if at all. Choose which one applies to your agency. This setting can be changed at any time, and the changes will reflect only on new assignments going forward from the time of the change. Old assignments will not be affected.

  • Minimum Billable Hours - will bill this amount of hours for any cancelled assignment, regardless of their actual duration.
  • Cancellation fee - will bill this dollar amount for any cancelled assignment.
  • Bill % of total amount - will bill the client a portion of the original fee for the assignment.
  • Bill Complete Assignment - will bill the client as if the assignment had been completed normally.

2. The Shift cancellation window determines how long before an assignment is scheduled to start that it can be cancelled without charge. Before this time, the assignment can be cancelled, and after, it cannot without the client being billed.

3. Overtime settings determine how invoicing and overtime calculations are handled. The ‘Threshold for overtime calculations’ is the number of hours past which overtime begins to be accrued. This depends on the overtime calculation criteria below - for instance, in shift-based overtime, you may set the threshold at 12, so that any assignment longer than 12 hours starts going into overtime. If the criteria is weekly, then you would likely set the threshold for something larger, like 40 or 44 hours. This basically determines how you pay overtime. The payment interval determines how long a pay period is, and you can set the rate at which OT is paid using the text box, which will accept a percentage value. Lastly, if you want the system to confirm with you before billing for OT, check the checkbox. Otherwise, OT will just accrue automatically.

4. Shift Premiums can work in one of two ways. They can either be based upon set rates defined in the client and personnel details specifically, or upon Billing Type codes which are defined in Billing Types Management. See page 71. Lastly, you can even turn off billing entirely if you don’t need that functionality.

5. Cancellation Reasons are for your internal use. You can define all of the often-used reasons why a shift would be cancelled, and these will appear in the dropdown box when you cancel an assignment. You can define if this cancelled shift will have payment or billing applied to it by filling the ‘Bill’ or ‘Pay’ checkboxes.

6. To edit an entry, just click the ‘edit’ icon. To add a new cancellation reason, click on the ‘+Add New’ button. Click the ‘Save’ button so save the new reason.

7. To delete an entry, click on the ‘X’ (X-icon1.png). This will bring up a confirmation prompt. ‘OK’ will delete it, ‘Cancel’ will back out of it.

Cancelling an assignment will cause the following confirmation prompt:

You can pick one of the defined reasons from the dropdown box, and this will be appended to the assignment’s attributes for viewing in details and reports.